Time Mngt (Step 3): Structuring your Schedule

Every schedule needs a structure. A system that allows you to very easily recognise, find and allocate various items in and to your schedule.

Your structure is what instantly tells you what is planned, when and for how long.

Structuring your schedule

Coding

Coding is the key tool for structering your schedules. And coding can be done in many different ways. You can code with words, numbers, symbols, colors, …

The way I code/structure my schedule is through a combination of categorisation, color coding and timing (and sometimes: prioritisation).

Where possible I like to use a funnel or cascading method, where I go from broad to narrow so the connections between the various items is well established, visual and make sense (to me).

Categorisation

The first thing I'd do is create the top tier levels of categories I want to use.

Example: (main category) Studies > (sub-category) course1, course2, course3, … > exam C1, exam C2, … or > assignment C1, assignment C2, etc. 

Here too, keep the KiSS condition in mind. Don't make it overly complicated. Use simple labels that clearly describe what they cover.

Preferably 1 to 2 words max. If that is difficult you can use abbreviations (cfr. Step 4)

Color coding

There are different ways you can go about this. Below are some options but they are by no means the only ones. Play with this until you find what works for you.

Option 1: Each main category is assigned a colorscheme. All items within that category receive a variation of that color family. 

Example: Studies = shades of blue, Work = shades of red, Life = shades of green.

Option 2: multiple colorschemes for the categories that need them. Let's say one categorie has more than one underlying layer of subcategories, you could opt to give that categorie more colors. 

Example: for my studies I would give each course their own colorscheme.

Option 3: only give colorschemes to one main category. If only one category needs it, you give the colorschemes to that one and use other ways to mark your other categories. 

Example: give colorschemes to Studies but keep Work and Life blank and perhaps use different color text for those or add a symbol.

The point is that you create a visual diversity where you can see at a glance which is which. (once you've familiarized yourself with the coding cfr. Step 4).

Make sure that your text on the labels stays visible. If needed change from black to white text or another preferred color. Just avoid red (cfr. prioritisation)

Timing

If you haven't yet in Step 2, create time-blocks on your weekly operational schedule. And fill the (sub)category in each time-block that you wish to assign to that block. 

I usually work with time-blocks of 2 hours and then allocate one or more blocks depending on how much I anticipate will be needed for each (sub)category. This includes classes, study time, time at work, personal time, household chores, socialising, leisure time, etc…

example: Monday, 05h-07h: statistics; 07h-16h30: work; 16h30-18h: leisure; 18h-22h: methodology 

(Prioritisation)

If you feel the need to create a type of hierarchy among your items you can use a prioritising system. This can be a number, a symbol or changing the text on your label to red.

Making it a visual priority within your schedule. This can help you at times when you need to make adjustments or switch things around (either permanently or temporary).

Prioritising is not mandatory and can be used at any given moment or disguarded at any given moment depending on need. I would usually only use this on the overall Project Schedule, but I haven't needed it on the operational one. You usually are well aware of the importance of the items on your operational schedule. But it can definitely be of help in some cases. So I wanted to include it just in case.

My prioritisation would show mostly in the rules I set up for myself (cfr. Step 4)

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Visualisation is important

However you choose to structure your schedules, make sure to include a clear, simple and easy to recognise visual representation of your chosen categories. Over time (and it happens really fast, which is what you want) just glancing at your schedule will be enough to give you an overall impression of how your day and your week is structured.

The more you use your schedule, the quicker and the easier you'll read it and with that you will save a lot of time trying to figure things out time- and organisationwise.

Your schedule will combine with your building experience and together they will enable you to almost instantly make the necessary decisions in any situation that comes up. And this is one of the most powerful benefits your schedule will give you.

Time is the one thing that you can never ever get back.

So a tool that frees up your time to do the things that really matter to you is of epic value.

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Structure your schedule

If you are following the steps and are participating in the suggested activities between editions here is your next assignment. 

Choose which time-blocks you want to use? Will you opt for 2-hour timeblocks or do you prefer a different time-division within your day? 

Define your categories and sub-categories and decide which type of visualisation you would like to use for your schedules. Will you use a color-coding or do you have something else in mind? Feel free to share your choice in the comments if you are comfortable doing so. 

Take your templates that you created last week, mark off your time-blocks on your class-type schedule and assign your categories and sub-categories to their place in your schedule. Think about how many time-blocks each of them needs and provide that. Try different options to see what feels right. Play around with it to get a feel for the possibilities. 

Don't forget to use your visualisation codes.